Contact:
Name:
Email: hr@alphagrandrapids.org
Phone: (616) 459-9955

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Alpha Grand Rapids

 Company Description 

Mission Statement: Motivated by the love of Christ, we promote abundant life by providing holistic services to women and men affected by unplanned pregnancy. Alpha does this by providing 4 categories of care. Medical services, support services, educational services and material resources.  

https://alphagrandrapids.org/

Start Date: 10/4/22
End Date: 4/26/24

 Job Description 

  Position title: Client Services Associate Position type: Staff (full-time, salary) Department: Women’s Center Reports to: Support Services Manager Basic function of position: The Client Services Associate serves as the first face of Alpha Grand Rapids (AGR). The incumbent undertakes a variety of day-to-day office and administrative tasks, including answering the phone as well as greeting and assisting volunteers, clients, employees, Board Directors, and the general public. Using WayCool software, he/she schedules client appointments. He/she is also responsible for accurately keeping records of AGR’s contacts with clients and reviewing client files and amending information, as appropriate. Major Duties and Responsibilities Receptionist

• Oversees entry and exit of the building via the front door
• Greets all visitors and seeks to build relationships with all stakeholders, including, but not limited to, volunteers, clients, patients, and donors
• Facilitates the client check in/out process (i.e., checking/scanning photo ID, confirming address and phone number in WayCool software, giving intake form, and entering information from intake form in WayCool software)
• Assists emergency visits according to AGR policy
• Answers phones for the Women’s Center and delivers messages to employees and volunteers
• Transfers client calls, which may be about a variety of issues (abortion, pregnancy, referrals, etc.), to the appropriate staff member
• Answers callers’ questions about AGR and promotes AGR’s programs
• Redirects any issues, phone or in person, to the appropriate staff member
• Checks front desk email and voicemail to ensure that all communications are answered in a timely fashion
• Communicates and implements AGR policies and procedures as necessary and appropriate

Step Up support

• Builds relationships with Step Up clients and mentors
• Assists the Support Services Manager in supporting mentors
• Makes appointments for clients as needed
• Communicates with mentors about their scheduled appointments
• Makes reminder texts or calls to clients the day before for appointments
• Manages the scheduler in the WayCool software throughout the day
• Reviews and edits the scheduler at the end of the day to change all appointments to show, no show, or canceled
• Reviews client files and makes appropriate changes
• Assists with entering new clients and/or client visits into WayCool software
• Fills in for the Support Services Manager when necessary
• Provides additional assistance to Spanish-speaking mentors and clients including relational support, referrals to community resources, curriculum options, translation, etc.

Medical support

• Makes reminder texts or calls the day before for all Medical appointments
• Meets with Spanish-speaking patients for pregnancy tests and provides options counseling
• Assists with interpreting for Spanish-speaking patients during ultrasounds
• Follows up with Spanish-speaking patients after pregnancy tests and throughout their pregnancy

Administrative

• Ensures that the waiting room TV and PowerPoint presentation is working and turned on
• Supports the Support Services Manager with all WayCool software activity and data management
• Runs WayCool software reports regularly to ensure all visits are entered correctly
• Assists with mailings or general office help as needed
• Provides weekly prayer requests and monthly stories and quotes to the Support Services Manager and/or Marketing Director
• Assists with stories, quotes, photos, and videos for quarterly and annual publications and events

Volunteer management

• Partners with the Community Engagement Manager in matters relating to volunteers: communicating volunteer needs, interviewing potential volunteers, selecting volunteers, and coordinating volunteer appreciation
• Communicates policies and procedures to volunteers and provides orientation for new volunteers
• Trains and manages front desk volunteers
• Manages security and building/maintenance volunteers
• Ensures that all volunteer hours are recorded and submitted in a timely manner

Other

• Ensures that the Women’s Center lobby, waiting room, and parlor are clean and presentable at all times
• Provides general referrals to clients based on need (medical, food, housing, jobs, etc.)
• Promotes and attends spring and fall fundraising events
• Participates in all required staff meetings
• Schedules coverage at the front desk when he/she is unable to be present
• Takes part in professional development as desired, recommended, or required
• Performs other duties as assigned by supervisor

Qualifications for the Position Education: High school diploma Prior work experience: One-two years of experience performing clerical and/or receptionist duties and responsibilities, preferably in nonprofit organizations Language proficiency: Bilingual English/Spanish required Skills and abilities

• Strong organizational, administrative, and managerial skills
• Proficiency in Microsoft Office (Outlook, Word, Excel)
• Strong verbal, written, and interpersonal communication skills
• Ability to handle multiple responsibilities at once, manage time well, and take initiative
• Ability to work independently and interact with other staff members
• Ability to interact well with both individuals and groups from a variety of ethnicities and backgrounds

  Essential requirements

• Belief in the sanctity of human life
• Demonstrated emotional and spiritual maturity
• Committed Christian who faithfully attends a local church
• Full agreement with the AGR Statement of Faith and AGR Statement of Lifestyle
• Proven ability to respect diversity and confidentiality

Position Elements Available guidelines: AGR Employee Handbook Exercise of judgment: Uses independent judgment on how to manage difficult clients and how to handle calls and requests from clients and visitors in general Nature and level of contacts: Employees, volunteers, clients, and the general public Supervision exercised: 15-20 volunteers Time to perform full range of duties after entry into the position: Six months      

 How to Apply 

Application Process If interested, please email or mail a resume and cover letter to: hr@alphagrandrapids.org Attn: April DeMull Alpha Grand Rapids 1725 Division Ave S Grand Rapids, MI 49507   For questions, please call 616.459.9955. Minorities and persons with disabilities are encouraged to apply.

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